Administrative Specialist – king county jobs in New York

king county jobs in New York

Summary

This position provides administrative support for the Breast, Cervical & Colon Health Program (BCCHP) within the Chronic Disease and Injury Prevention Section (CDIP). This position is one of two key staff responsible for maintaining the web based medical record filing system and entering BCCHP client data into the web-based BCCHP Med-IT Data System. The position reports to the BCCHP Program Manager and receives guidance from the Data Manager in Health Sciences.

About Health Sciences:
The Breast, Cervical & Colon Health Program (BCCHP) provides and assures access to clinical preventive services and treatment for low-income individuals who lack insurance or have high deductibles. The program connects clients with services for early detection, diagnostics and treatment of breast and cervical cancer in a four-county region (King, Jefferson, Kitsap, and Clallam).

Temporary opportunity.   Term-Limited Temporary positions are “at-will” positions but are eligible for benefits. This TLT is currently anticipated to last 18 months *This position may be extended if funding allows*.  However, funding sources for this work remain uncertain and dependent upon decisions actively being made at both the federal and local levels. As a result, the end date of this position may be adjusted based on those decisions.  The County and the Department continue to work to secure long term funding sources.

This vacancy can also be filled as a Special Duty opportunity. For Special Duty Assignment interest, you must be a Career Service, Career Service Exempt or other regular (non-temporary) employee in King County who has completed their initial County probation. You must have supervisor approval prior to taking a Special Duty Assignment.

Commitment To Equity and Social Justice
Named after Dr. Martin Luther King, Jr., one of the most influential civil rights leaders in our nation’s history, King County is a vibrant international community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the traditions of many cultures.

The county government has a deep commitment to equity and social justice and advancing practices, strategies, and policies that promote fairness, justice, and opportunity for all – in our workplaces and our communities. With this commitment, King County has adopted a pro-equity agenda to advance regional change and ensure that residents from all communities are incorporated into our emergency planning and public outreach efforts.

We recognize that structural racism consists of principles and practices that cause and justify an inequitable distribution of rights, opportunities, and experiences across racial groups. Since declaring Racism is a Public Health Crisis in June 2020, King County and Public Health committed to being intentionally anti-racist and accountable to Black, Indigenous and People of Color communities.

To learn more, please visit http://www.kingcounty.gov/elected/executive/equity-social-justice.aspx

Work Schedule
This position will work full-time, or 40 hours per week. The schedule is flexible within the normal work week of Monday through Friday, 8:00 a.m. to 5:00 p.m. Some evening work may be required on an infrequent basis.

Work Location
Chinook Building, 401 Fifth Avenue, Seattle, WA, 98104. The BCCHP Administrative Specialist II is required to be on-site 2-3 days per week. 

(Some of the work associated with this position will be performed through teleworking, and will report to office location and to meetings as needed. Travel to other work locations may be necessary. Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.  To support employees during this time King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team.)

Job Duties

• Medical Record System Filing:
  • Maintain BCCHP client file system of approximately 13,000 medical records, in addition to 4,000 new clients per year.
  • Create new patient files for approximately 4500 clients served per year within the Med-IT system.
  •  Upload patient forms and medical reports into the data system for approximately 4,500 clients per year in an accurate and timely fashion.
  •  Maintain confidential client information in patient and clinic files.
  •  Archive patient files, with guidance from the Data Manager (Project/Program Manager I).
• Data Entry and Monthly Billing Reports:
  • Enter client data from BCCHP forms into the web-based BCCHP Med-IT Data System. Understand specialized terminology and codes to accurately enter data for reports and billing. Consult with internal and external BCCHP customers to solve problems and discrepancies on BCCHP forms. This includes complex follow-up and problem solving, i.e., researching situations in which clients were billed or sent to collections. Workload is shared between two individuals with same role and includes an estimated workload of 4,500 clients per year screened at 2.5 forms per client. BCCHP contractors submitting paperwork include 28 agencies at over 60 different sites.
  •  Review all forms that arrive by mail, email and IP-fax to prepare and identify missing data and information. When needed, contact BCCHP contractors to obtain missing data, such as type of visit, service provided, income eligibility, insurance coverage, billing/payment policies, CPT codes, etc.
  • Notify the BCCHP Clinical Coordinator and case manager of any abnormal/suspicious findings for breast and/or cervical cancer so she can assist the client in obtaining coverage for treatment.
  •  Communicate medical information for referrals to the BCCHP Nurse/Case Manager and BCCHP contractors.
  •  Consult with screening coordinators about BCCHP forms and client services for the agencies contracted to provide services at various sites within the 4-county region. Assist in sharing information about the program to BCCHP contractors (providers/clinics/ community).
  •  Assist the Data Manager in running various reports and troubleshooting problems.
• General Office & Unit Support:
  • Compose general correspondence in Word, process mail, and answer telephones.
  •  Perform scanning, photocopying, and appropriate recycling of patient information.
  •  Maintain and update spreadsheets used by program staff and BCCHP clinic coordinators using Excel, Word, Access, and BCCHP software including the Contracted Provider List.
  •  Fulfill requests from outreach and clinic contractors to distribute educational and incentive items.
  •  Run occasional errands and make deliveries to downtown offices and facilities.
  • Provide support to team members by handling excess workload within or outside the work unit as needed or assigned.
  •  Attend and participate in BCCHP staff meetings and trainings for BCCHP Contractors.
  • Attend and assist in meetings, trainings, and orientations at various clinics and locations.
  • Attend professional educational and King County trainings to enhance professional development.
  • Assist and coordinate with orientation and training to current and new subcontractors in the 4-county region and act as registrar for various trainings and conferences.
  • Complement/work with other staff in full range of duties, cross train for other positions as needed, and train others on duties performed by this position.
•  Gather Data & Collaboration with BCCHP:
  • Work with Data Manager, other administrative staff, and BCCHP Coordinators at the contracted clinics to gather any missing data and resolve any problems with the data system.
  •  Revise or modify written procedures and policies in collaboration with other BCCHP staff.
  •  Communicate information and feedback about progress of data entry system and status of filing to Data Manager (Admin Spec III) and other BCCHP staff.
  •  Work with the Clinical Coordinator to assure

Experience, Qualifications, Knowledge, Skills

Ideal Candidate:

• Must have prior health clinic experience and familiarity with CPT codes
• 2 years’ experience in data entry, including demonstrated ability interpreting and applying complex guidelines
• Experience accurately and efficiently entering data into databases and on-line systems
• Excellent oral and written communication skills
•  Demonstrated ability to work effectively with diverse community partners
• Excellent organizational skills and strong attention to detail
•  Experience working collaboratively within a team and contributing to a positive work culture/environment
•  Ability to utilize technological systems to accomplish work assignments
•  Commitment to improving health inequities in chronic disease and to community engagement
•  Lived experience and/or knowledge of equity, social justice, and anti-racism principles and practices

Desired Candidate:

• Experience working with medical records and medical chart interpreting using electronic health records
•  Good knowledge of SharePoint, Access, and other Microsoft applications.
•  Experience assisting with preparations for meetings and trainings

Supplemental Information

Forbes named King County as one of Washington State’s best employers.

Together, with leadership and our employees, we’re changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation’s best places to live, work and play.

Guided by our “True North”, we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles – we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

Who May Apply
Open to all qualified applicants

Application Process
If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

The following items are required to be considered for this vacancy:

• NeoGov Job Application (The responses on your job application should be thorough and complete and will be used in the screening process)
• Supplemental Questions (The responses to the supplemental questions should be thorough and complete and will be used in the screening process)
• Resume
• Cover Letter

Your application may be rejected as incomplete if you do not include the relevant information in the application. Cover letters and/or resumes are not accepted in lieu of a completed application. Applications and/or Supplemental Questionnaires that state “see my resume” or “see my personnel file” are considered incomplete and will not be accepted.

Necessary Special Requirements

• The selection process may include evaluation of application materials and supplemental questions, interviewing, and testing. You must completely fill out the application with your relevant education and work experience.
• The selected candidate must be able to provide proof of Basic Life Support (BLS) / CPR ( if applicable).
• The selected candidate must be able to pass a thorough background investigation, but findings may not necessarily disqualify an applicant for employment. (and Pre-employment Physical, if applicable).
• For more information on our selection process, please refer to www.kingcounty.gov/depts/health/jobs/hiring. For tips on interviewing, please visit https://www.kingcounty.gov/~/media/audience/employees/learning-and-development/Interview_Tips.ashx?la=en.
• Employees are required to protect the privacy and security of protected health information as defined in State and Federal Law.
• Public Health relies on office automation (Microsoft Office) and web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.
• Employees are required to adhere to OSHA/WISHA guidelines including but not limited to completing their mandatory trainings on time and obtaining required immunizations.
• Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all Public Health positions.
• When Public Health responds to an emergency, and in accordance with relevant CBA language and/or KC policy and procedures, we may assign duties outside your regular job description. This may involve responding at any time, including nights and weekends, with possible deployment to locations other than the department.
• If you need a disability accommodation in the application or testing process, please call the contact number listed on the job announcement.

Union Membership
ProTec 17

Contact
For more information about the application process please contact Alexis Owens at Alowens@kingcounty.gov